DOCUMENTATION FOR THE GENERIC CLEARANCE

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Request for Approval under the “Generic Clearance for the Collection of Routine Customer Feedback” (OMB Control Number: 0938-1185)
TITLE OF INFORMATION COLLECTION:  Data Collection for Education and Outreach for the Yello System (CMS-10872)

PURPOSE: 

To compete for high quality talent in today’s job market, CMS must modernize its talent acquisition process and create a healthy recruitment pipeline. Currently, the agency has no means to capture recruitment event data, career interest and contact info from people who are interested in CMS careers at events, webinars, or through other digital channels. Additionally, CMS lacks a database to house, segment, and engage with interested candidates.  CMS requires a tool to electronically capture recruitment leads, house them in a Customer Relationship Management (CRM) database and engage with the talent pipeline. This will improve CMS’ business process by ensuring the public is aware of career opportunities and contributes to a reduced time to hire for the agency. 


DESCRIPTION OF RESPONDENTS: 


The respondents of this survey will be any customer that has engaged with our outreach team or outreach specialists for engagements occurring during outreach events or activities. Outreach events/activities are career fairs, webinar attendance, visitors to the CMS.gov website, and individuals interested in careers with CMS. The surveys will be distributed electronically at the end of every event/activity and are intended to gain insight into the overall satisfaction of the event. In addition to demographics, we are seeking more data on how the participants were informed of our events/activities for strategic marketing and increased participation in the future.


TYPE OF COLLECTION: (Check one)

[ ] Customer Comment Card/Complaint Form 	[  ] Customer Satisfaction Survey    
[ ] Usability Testing (e.g., Website or Software	[ ] Small Discussion Group
[ ]  Focus Group  					[X] Other: _Recruiting Data____		

CERTIFICATION:

I certify the following to be true: 
    1. The collection is voluntary. 
    2. The collection is low-burden for respondents and low-cost for the Federal Government.
    3. The collection is non-controversial and does not raise issues of concern to other federal agencies.									
    4. The results are not intended to be disseminated to the public.		
    5. Information gathered will not be used for the purpose of substantially informing influential policy decisions. 
    6. The collection is targeted to the solicitation of opinions from respondents who have experience with the program or may have experience with the program in the future.

Name:  Shakia Ward_([email protected])______________________________

To assist review, please provide answers to the following question:

Personally Identifiable Information:
    1. Is personally identifiable information (PII) collected?  [X ] Yes  [  ]  No 
    2. If Yes, will any information that is collected be included in records that are subject to the Privacy Act of 1974?   [ X] Yes [  ] No   
    3. If Yes, has an up-to-date System of Records Notice (SORN) been published? [X] Yes [  ] No
        a. SORN = OPM GOVT-5

Gifts or Payments:
Is an incentive (e.g., money or reimbursement of expenses, token of appreciation) provided to participants?  [  ] Yes [ X] No  


BURDEN HOURS 

Category of Respondent 
No. of Respondents
Participation Time
Burden
Career Fair Attendees (73 fairs in 2022)
3,650
2 minutes
121
Career Webinar Attendees
6,000
2 minutes
200
CMS.gov career website visitors
275,000
2 minutes
9,167
Totals
284,000
2 minutes
9,488

FEDERAL COST: $66,000 is the annual cost for a contract from Yello to provide the Customer Relationship Management tool. There is a one-time implementation fee of $7,250. The total first estimated year cost is $73,250 for 40 events per year range. There will not be an annual increase for the remaining years if the data managed by Yello remain at 40 per year.

Y1 - $73,250
Y2 - $66,000
Y3 - $66,000

Average estimated cost over three years is $68,416. 

If you are conducting a focus group, survey, or plan to employ statistical methods, please  provide answers to the following questions:

The selection of your targeted respondents
    1. Do you have a customer list or something similar that defines the universe of potential respondents and do you have a sampling plan for selecting from this universe?											[ ] Yes	[ X ] No

If the answer is yes, please provide a description of both below (or attach the sampling plan)?   If the answer is no, please provide a description of how you plan to identify your potential group of respondents and how you will select them? 

People who attend career fairs or who visit https://www.cms.gov/about-cms/career-information/careersatcms and would like to leave contact and career interest info for future notifications about CMS job postings, events and hiring news. 

Administration of the Instrument
    1. How will you collect the information? (Check all that apply)
[ X] Web-based or other forms of Social Media 
[  ] Telephone	
[  ] In-person	
[  ] Mail 
[  ] Other, Explain
    2. Will interviewers or facilitators be used?  [  ] Yes [ X ] No
 
Please make sure that all instruments, instructions, and scripts are submitted with the request.

Attachment: CMS Recruiting Instrument and NAVAIR Lead Collection Form Example. ______________________________________________

Instructions for completing Request for Approval under the “Generic Clearance for the Collection of Routine Customer Feedback” 

TITLE OF INFORMATION COLLECTION:  Provide the name of the collection that is the subject of the request. (e.g.  Comment card for soliciting feedback on Recruitment Events)

PURPOSE:  Provide a brief description of the purpose of this collection and how it will be used.  If this is part of a larger study or effort, please include this in your explanation.

DESCRIPTION OF RESPONDENTS: Provide a brief description of the targeted group or groups for this collection of information.  These groups must have experience with the program.

TYPE OF COLLECTION: Check one box.  If you are requesting approval of other instruments under the generic, you must complete a form for each instrument.

CERTIFICATION:  Please read the certification carefully.  If you incorrectly certify, the collection will be returned as improperly submitted or it will be disapproved.

Personally Identifiable Information:  Provide answers to the questions.  Note:  Agencies should only collect PII to the extent necessary, and they should only retain PII for the period of time that is necessary to achieve a specific objective.

Gifts or Payments:  If you answer yes to the question, please describe the incentive and provide a justification for the amount.

BURDEN HOURS:
Category of Respondents:  Identify who you expect the respondents to be in terms of the following categories: (1) Individuals or Households;(2) Private Sector; (3) State, local, or tribal governments; or (4) Federal Government.  Only one type of respondent can be selected per row. 
No. of Respondents:  Provide an estimate of the Number of respondents.
Participation Time:  Provide an estimate of the amount of time required for a respondent to participate (e.g. fill out a survey or participate in a focus group)
Burden:  Provide the Annual burden hours:  Multiply the Number of responses and the participation time and divide by 60.

FEDERAL COST: Provide an estimate of the annual cost to the Federal government.

If you are conducting a focus group, survey, or plan to employ statistical methods, please  provide answers to the following questions:

The selection of your targeted respondents.  Please provide a description of how you plan to identify your potential group of respondents and how you will select them.  If the answer is yes, to the first question, you may provide the sampling plan in an attachment.

Administration of the Instrument:  Identify how the information will be collected.  More than one box may be checked.  Indicate whether there will be interviewers (e.g. for surveys) or facilitators (e.g., for focus groups) used.

Submit all instruments, instructions, and scripts are submitted with the request.